Part 9: Tasks overview

This is part 9 of the Getting Started as a CSM course, where we show you how to create and complete Tasks in Mixmax.

Updated over a week ago

Mixmax Tasks will help you keep track of important follow-ups and things to do so that no correspondence with customers ever falls through the cracks again.

You are already familiar with how Tasks can be created automatically by sequence stages. You can also create tasks manually, for example, if you need a reminder for something specific (like sending a follow-up email as agreed during the call with a customer).

You can review and complete your tasks from the Mixmax web app, directly from your Gmail inbox, or even in Salesforce.

Tasks in the Mixmax Tasks dashboard

All of your existing tasks are easy to find in the Tasks section of the Mixmax web app.

To create a new task, simply click New Task in the top right corner. Select whether you'd like to create an Email task, a To-do task, or a Phone Call task by clicking the corresponding icon.

The Task popup window will open; next, enter a title for your task and fill in the required fields (they differ based on the type of the task). Then, click the calendar icon and set the task due date.

Click Save in the upper-right corner of the window to save the task.

Creating a new task

Prioritizing the tasks

Mixmax tasks prioritization workflows ensure you can make the most of your day and follow up with your most important customers and prospects.

Prioritizing tasks

On the left panel, there are several default quick task queues that make it easier to access relevant tasks with a single click. The default task queues include the following:

Task queue title

Filters applied


View tasks for: Myself

Status: Open

Due date: Today

Most engaged

View tasks for: Myself

Status: Open

Due date: This month

Sequence: at least one sequence selected (tasks belong to a sequence)

Opens: >0 (the recipient opened any of the emails in the sequence at least once)

High priority

View tasks for: Myself

Status: Open

Due date: This month

Priority = high

All open tasks

View tasks for: Myself

Status: Open

Due date: All

Completed tasks

View tasks for: Myself

Status: Completed

Due date: This month

To customize task prioritization for your own workflow, use the Task filters for more granular control:

  • View Tasks for - This filter is available to workspace admins only and provides a list of your Workspace members. Myself, as the top result, allows you to only view the tasks assigned to you. To search for a specific user, start typing their name in the Search for an assignee field in the drop-down menu.

  • Due Date - There are several preset date configurations for you to quickly filter your task list, including “Today,” “Overdue,” “Today+Overdue,” “Tomorrow,” “Next 7 Days,” “Next 7 days + Overdue,” “This Month.” Additionally, you can use the View tasks between date pickers to enter a custom due date range.

Due dates for Tasks are timezone-dependent.

  • Task Type - You can filter the tasks by types, including Call, To-do, Manual Email, LinkedIn connection request, and LinkedIn InMail. By default, the All task types option is selected; however, you can only check the boxes next to those types that are relevant to you.

  • Sequence - In this list, you will see all sequences to which you have access in your Workspace if they are not archived. You can select specific sequences to view the tasks related to them. Type the name of the sequence in the Search for a Sequence field to look for the sequence you need.

  • Status - Use this filter to view your Open, Completed, or Skipped tasks. By default, your Open tasks are displayed.

  • Opens - This filter is how you can identify your most engaged recipients. You can choose to view all tasks regardless of recipients' engagement, only those sequence tasks where the recipient opened any of the emails in the sequence at least once, or only the tasks with no associated email opens.

  • Priority - You can view all tasks regardless of priority or focus only on the tasks with a high, normal, or low priority.

  • Account - Select a Salesforce Account to view the tasks associated with all Contacts and activities related to this Account.

To use the Accounts filter, your Mixmax account must be connected to Salesforce. For more details, see how to connect to Salesforce.

The Sort by filter at the top of the tasks list includes the following options:

  • Due date (this is the default setting)

  • Title

  • Opened

Opened means the total number of times a recipient opened any of the emails from the sequence to which the task is related. Select this filter option to find your most engaged prospects. It's that easy!

Bulk actions

You can update To-do tasks in bulk using the checkboxes on the left side of the Tasks list. After you check the box next to at least one task, you will see the options to mark the selected tasks as complete or delete them.

Bulk actions

If you mark a task that is a part of a sequence as Completed or Skipped, the recipient will automatically move on to the next sequence stage. If you delete a task that is a part of a sequence, the recipient will be exited from the sequence.

Tasks Workflow mode

Using the Mixmax Tasks Workflow mode, available on the Mixmax Enterprise plan, you can power through your tasks in a single view based on your selected task queue.

Tasks Workflow helps you to efficiently complete a batch of tasks, such as sending emails from your Email Tasks or making all your daily phone calls.

Starting the Tasks Workflow

There are three ways you can start the Tasks Workflow:

  • Mixmax Sidebar in Gmail — Expand the Sidebar, then go to the Tasks tab and click the green Start X Tasks button. You can filter the tasks by the due date.

Gmail Sidebar
  • Sequences — If there are available tasks for a sequence, you will see the Start my tasks button next to it in the Sequences section of the Mixmax web app. You can choose to complete the tasks for an individual stage or all tasks for the sequence.

Start tasks in Sequences
  • Tasks section of the Mixmax web app — You can start the Tasks Workflow by clicking Start X tasks directly on the Tasks page. Click a preset due date on the left to filter by the due date. You can also find specific tasks by assignee, status, or due date and then complete the selected batch of tasks.

Start tasks button

Completing Tasks in the Tasks Workflow

The following options are available in the Tasks Workflow:

  • To complete a Call task, simply make the call. After the call ends, you can fill out the related details, then click Log and Complete.

  • To mark an Email task as completed, send the email. The task will be logged automatically, and you will be directed to the next task.

  • To complete a To-do task, click the checkmark in the top left corner of the Tasks Workflow window.

  • To delete a task, click the trash can icon at the bottom right of the window.

When the open task is associated with a specific Contact, the Mixmax Sidebar will open automatically right next to the Tasks Workflow window. You can quickly collapse or expand the Sidebar by clicking the arrow at the top left of the window, as displayed below:

Collapsing Mixmax Sidebar

You will learn more about the Mixmax Sidebar in the next lesson.

Salesforce Tasks

If your Mixmax account is connected to Salesforce, you can access your open Call and To-do Tasks created by Salesforce directly in Mixmax. You will also be able to access your Mixmax tasks in Salesforce. Task updates will sync back to Salesforce.

To enable syncing tasks to Salesforce, go to CRMs & Live Feed section in your personal settings and check the box next to Mixmax Tasks under Log these activities to Salesforce.

Logging tasks to Salesforce

Once the setting above is enabled, anytime a task is created from Mixmax, either from a sequence or manually from the Task Dashboard or the Gmail Sidebar, it is automatically synced to Salesforce.

  • Mixmax Tasks sync between Mixmax and Salesforce bidirectionally. It means once a task syncs to Salesforce, you can update the same task from either Mixmax or SFDC (for example, change the task status), and the updates will be synced to both platforms. So when a task is created from Mixmax and synced to Salesforce, only one task instance will be created in Salesforce.

  • Unlike Call and To-do tasks, Email tasks are synced to Salesforce once the task is created. Instead, as soon as you send the email, the Email task is synced to Salesforce as a Sent event. Clicking Send on an Email Task will mark it as completed.

To learn more, see syncing to Salesforce.

Way to go! Let's proceed to the next lesson and learn more about the Mixmax Sidebar now!

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